City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council adopt a resolution approving a Council Policy
related to the City’s Commissions.
BACKGROUND:
On February 24, the City Council held a facilitated meeting with members of the City
Commissions and Executive Management in attendance. The purpose of the
meeting was to discuss operational issues and provide the City Council with an
opportunity to hear directly from Commissioners and Executive Management on
ways the entire City family (including the City Council, Commissioners, and Staff)
would work more cooperatively together in service to the residents and business
owners of Culver City.
The session continued for over six hours in a very positive discussion with many
suggestions being offered by many participants. At the conclusion of the meeting,
the City Council directed the City Manager to take two broad actions: (1) to quickly
implement those items of an administrative nature and (2) to return to the City
Council with a proposed policy that addressed items of a policy nature. Pursuant to
that direction, this item is presented to the City Council for discussion and adoption.
DISCUSSION:
As part of the follow-up action plan prepared by the City Manager’s Office, the
attached “Facilitated Meetings Spreadsheet of Follow-up Items” was developed. It
Meeting Date: 05/29/2007 Item Number: _A-5
AGENDA ITEM: Adoption of a Resolution Establishing a Council Policy related to
the City’s Commissions
Contact Person/Dept.: Martin R. Cole,
Assistant City Manager
Phone Number: (310) 253-6000
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (05/24/07); Members of the Parks and Recreation Commission
(05/23/07); Members of the Cultural Affairs Commission (05/23/07); Members of the
Civil Service Commission (05/27/07); Members of the Planning Commission (05/23/07)
Department Approval:
Martin R. Cole (05/23/07)
City Attorney Approval:
Carol Schwab (by H. Iker) (05/22/07)
City Controller Approval:
Marlee Chang (05/23/07)
City Manager Approval:
Jerry B. Fulwood (05/23/07) City of Culver City, California
City Council Agenda Item Report
was a compilation of discussion items transcribed from the extensive notes taken at
the meeting. Staff used the “Spreadsheet” to separate items of an administrative
nature from those of a policy nature. As directed by the City Council, the City
Manager implemented (or has scheduled to implement) the administrative items
listed.
Minute Process and Format
One item which involved both administrative and policy issues is the format and
processing of Commission minutes. In preparation for discussion with the
Committee, a staff working group comprised of at least one representative from each
City Department that provides staff support to a Commission was assembled, with
the Assistant City Manager serving as chair of the Working Group. The group
discussed various areas, including comparing format of minutes used by the City’s
four Commissions and challenges faced in preparing minutes. Ultimately, the
working group selected the Civil Service Commission minutes as a good foundation
for recommendation to the Committee. Further, staff also recommended the
Committee discuss a standard format for all Commission meetings to address issues
of rapidity of dissemination of minutes to the Council, Commissions, and the Public
and the significant amount of staff resources currently devoted to processing
minutes and requested amendments. Both issues were addressed by the
Committee, with the Committee recommending the following:
• Commissions shall adopt the Action Minutes format, similar to that format
used by the City Council.
Persons interested in additional detail can receive a copy of the video and/or audio
recordings of the Commission meetings to supplement the Action Minutes.
Policy Issues
Items designated as policy in nature were more numerous. However, as the items
were reviewed, several common themes arose. These themes were complied into a
draft policy, which policy was presented to the Council/Commission Committee
(Vice-Mayor Gross and Councilmember Rose) for general discussion and feedback.
In summary, the proposed policy presented to the City Council for adoption this
evening addresses the following broad topics as discussed at the facilitated meeting:
• The General Roles of the City’s Commissions
• A Commissioner Code of Conduct
• Commission Interaction with the City Council City of Culver City, California
City Council Agenda Item Report
• City Council member liaison to each Commission.
• Commission Interaction with the City Staff
• Commissioner Training/Orientation
Whenever possible, the proposed policy used existing policy guidance contained in
the Municipal Code. Additionally, the proposed policy requires Commissions to
adhere to operational rules already in place for the City Council. For those issues
not addressed in the Municipal Code, the proposed policy reflects the discussion
and general consensus of opinions voiced at the facilitated meeting.
Next Steps
Should the City Council adopt the proposed policy this evening, the City Manager or
the Assistant City Manager (or both) will be presenting the policy to the
Commissions at their meetings in June. Further, new Commission appointees will
be provided with initial orientation/training during the month of June to best prepare
them for their first meeting as a Commissioner in July.
Additionally, at the facilitated meeting the participants also expressed interest in
reviewing the roles of the City’s Commissions, consistent with the provisions of the
recently approved City Charter. As part of its second phase of work, the
Council/Commission Committee will be considering this topic along with additional
policies related to City Council/City Staff interactions (for example, the topic of “the
one hour rule” as expressed during the facilitated meeting.) These items are
expected to return to the City Council on July 23, 2007.
FISCAL ANALYSIS:
Adoption of this policy is expected to streamline the operations of the Commissions,
thereby resulting in either a direct operational savings or a savings of staff time
which can be redirected to other activities. However, the actual amount of savings is
difficult to estimate at this time.
In addition to the direct/indirect fiscal impacts, adoption of this policy is expected to
allow the City to provide information to the City Council, Commissioners, Staff, and
the general public more quickly and in a more consistent and user-friendly format.
ATTACHMENTS:
1. Follow-up Item Spreadsheet City of Culver City, California
City Council Agenda Item Report
2. Resolution (with Council Policy as Exhibit “A”)
MOTION:
That the City Council:
Discuss the proposed policy for the City’s Commissions and adopt a resolution
approving the policy for implementation beginning on July 1, 2007.
MEETING DATE: May 29, 2007
AGENDA ITEM: Adoption of a Resolution Establishing a Council Policy
related to the City's Commissions.
ATTACHMENTS
Pages
1. Follow-up Item Spreadsheet
2. Resolution (with Council Policy as Exhibit "A") 2-8Attachment
City of Culver City
_
City Manager's Office
. ...__. _
, ...
Facilitated Meetings Spreadsheet of Follow-up Items
, _
Item
I Type
Notes
One Hour Rule for Individual Councilmember Requests
Policy Item was Agendized by Council
Councilmembers should be treated the same Policy
Formation of Council Committee to address the future roles
of Commissions, Committees, and Subcommittees. Policy Committee Formed - 04/23/2007
Professionalism Policy
Attendance Policy
Punctuality Policy
Attire Policy
Demeanor Policy
Preparation for meetings Policy
High standards of Behaviors Policy
Council provide broad parameters to Commissions Policy
Communication standard between Commission/Staff Policy
Council receipt of Commission minutes - timely and
consistent Policy
-
Council/Commission communications Policy
Use of Roberts Rules of Order for Commissions Policy
Speaking when recognized Policy
Commission treatment of others/staff Policy
Use of a Council Liaison to Commissions Policy
Council clarification of roles of Commissions Policy
Simple, consistent minute format Policy
Orientation/Training - Speaking in public (Toastmasters) Policy
Reciprocal agenda items regarding actions by
Commissions/Council Policy
Orientation/Training - Roberts Rules Policy
Orientation/Training - Brown Act Policy
Orientation/Training - Ethics Policy
Orientation/Training - Etiquette Policy
- commissioner misconduct Policy
Documentation of Training Received Policy
Orientation/Training - Voting System Policy
Types of Minutes to be Used Policy
Addressing Commissioner absences from meetings Policy
Assure minutes of Commissions/Council posted to website
in timely manner Admin
Current policy is to post minutes upon
approval by commission. This is being done
Votes by Commissions provided to Council on day after
Commission meeting Admin Began with May meetings of Commissions
Advertise and schedule Commission Appointments in May Admin
Advertising in process. Appointments
scheduled for May 29
Use of 24-Hour Report by Commissions Admin
Will begin with June meetings - Discussed
with Commissioners in June
Prepare Spreadsheet of Items Admin Completed
Train staff who staff Commissions Adnnin
Will begin in June following Policy adopted
by Council.I|1010101010101010 10
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Attachment 2
RESOLUTION NO, 2007-R A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, AND ADOPTING CITY
COUNCIL POLICY STATEMENT 2007- RELATED TO
CITY COMMISSIONS
WHEREAS, on May 29, 2007 at a regularly scheduled meeting of the City
Council, the City Council discussed a proposed policy related to the City's Commissions;
and
WHEREAS, the proposed policy reflects items which surfaced during a
Special City Council Meeting held on February 24, 2007 which involved participation from
the City Council, members of the City's Commissions, members of the City's Executive
Management team, and members of the public; and
WHEREAS, through adoption of the policy attached hereto as Exhibit "A," the
City Council desires to address the important issues discussed at the facilitated meeting on
February 24, 2007 and provide consistent guidance to Commissions, their members and
City Staff related to the operations of the City's Commissions and the standard of conduct
for Commission appointees.
NOW, THEREFORE, the City Council of the City of Culver City, California,
DOES RESOLVE as follows:
1. The City Council hereby adopts City Council Policy Statement No.
2007- , entitled, "City Commissions," which City Council Policy Statement is attached
hereto as Exhibit "A" to this resolution.
2. City Council Policy Statement No, 2007-01 shall be effective on July 1,
2007.
303. The City Manager is hereby authorized to format this policy statement in a
format consistent with other City Council Policy Statements and shall include the final
version of this City Council Policy Statement with other adopted City Council Policy
Statements.
4. The City Manager shall distribute this City Council Policy Statement to
interested parties, which include, but are not limited to: the City's Commissions and City
Staff.
APPROVED and ADOPTED this day of May 2007.
ALAN CORLIN, MAYOR
City of Culver City, California
ATTEST: APPROVED AS TO FORM:
CHRISTOPHER ARMENTA, City Clerk CAROL A. SCHWAB, City Attorney|101010101010101010 10
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-2-
3Draft Policy related to City Commission Guidelines
PURPOSE
Exhibit A
The purpose of this policy is to provide general guidelines on topics related to the
City's Commissions. At the time of this policy's adoption by the City Council, the
City Council had created four Commissions:
• Civil Service Commission
• Cultural Affairs Commission
• Parks and Recreation Commission
• Planning Commission
This Policy shall apply to all Commissions, both existing at the time of the
adoption of this Policy and subsequent thereto.
BACKGROUND
This policy is a result of the facilitated meetings held in February, 2007 during
which the City Council met with members of the City's Commissions and
Executive Management. This policy addresses various issues raised during
these meetings by City Councilmembers, City Commissioners, and Executive
Management.
GENERAL ROLE OF THE CITY'S COMMISSIONS
The City of Culver City prides itself on the participatory nature of its local
government. The City's Commissions play an important role in the efficient
governance of the City, and provide interested community members with the
opportunity to serve their fellow residents.
As advisory bodies to the City Council, the Commissions' advice on topics within
their purview, combined with factual research performed by City Staff, provide
the City Council with a more complete picture of many issues. In the role of
advisors to the City Council, Commissions administer policies adopted by the
City Council. From time to time, Commissions may be asked to interpret and
enforce City Council adopted policy. However, unless expressly provided the
authority to do so by the City Council, Commissions shall not make policy.
COMMISSIONER CODE OF CONDUCT
As representatives of the City Council and the City, it is important that
Commissioners set an example of conduct appropriate for their key roles.
Therefore, Commissioners are required to adhere to the following:
Preparation for Meetings
It is necessary for Commissioners to be prepared to discuss the items on the
Agenda. Therefore, Commissioners should, whenever possible, be provided with
agenda packets at least three business days prior to the meeting date.Questions should be posed to staff prior to the meeting to allow staff the time
necessary to prepare and provide responses.
Punctuality/Attire
As part of making the City's government as open and accessible to the public as
possible, the City Council has directed that meetings of all Commissions shall
generally be televised. This, coupled with the public nature of the Commission
meetings, makes it important for Commissioners to begin meetings on time.
Further, when attending official City events, including monthly Commission
meetings, Commissioners shall be appropriately attired. Business casual shall
be the generally acceptable mode of attire.
Conduct at Meetings
In compliance with the State's Open Meetings Law, commonly known as "The
Brown Act," Commissions can only take action on items that appear on the
Agenda. Commissioners wishing to have an item agendized for discussion must
obtain a majority of Commissioners' support to place an item on a future agenda.
Commissioners who believe they may have a concern related to Brown Act
compliance shall consult with the City Attorney.
While considering items at Commission meetings, disagreements may arise,
which is normal and part of the process in a participatory government. However,
it is important that Commissioners conduct meetings with proper decorum and
respect.
To facilitate proper decorum, Roberts Rules of Order shall be the parliamentary
standard when conducting meetings.
Role of the Chair
The Chair is the presiding officer of the Commission meeting. In that role, the
Chair is responsible for maintaining order and decorum. The Chair calls the
meetings to order, recognizes speakers, and manages the agenda. It is also the
Chair's responsibility to ensure the person who has the floor is given the attention
of other members and the public and is allowed to speak without undue or
inappropriate interruption.
During certain proceedings, such as an official Public Hearing, legal procedures
are in place to ensure all persons are able to address a Commission during
consideration of an Agenda Item. The Chair is responsible for guiding the
Commission's discussion in accordance with the procedures either contained in
the staff report or reported by staff.
Meeting Minutes
Meeting minutes are an important summary of the actions taken by the
Commission on items that appear on the Commission Agenda (Action Minutes).
They are not meant to capture each word (Verbatim Minutes). To facilitate more
rapid production and transmittal of the minutes, Staff shall prepare and
Commissions shall approve Action Minutes similar to those produced for the City
Council meetings. Commissioners or members of the public interested in
additional information may seek a copy of the audio/video recording of the
meeting.With the adoption of this standardized form of minutes, it shall be the goal of
each Commission to consider approval of their minutes at the next regularly
scheduled meeting of their Commission.
Commissioner Misconduct
As appointees of the City Council, Commissioners serve at the pleasure of the
City Council. Violations of this Code of Conduct shall be handled in the following
manners:
(1) Minor Misconduct: Issues will be reported to the Department Head of
the department that provides staff support to the Commission. The
Department Head shall then attempt to resolve the issue with the City
Council Liaison, Commission Chair, and Commissioner.
(2) Major Misconduct: Issues of this level will involve the City Council
Liaison, Commission Chair, and the City Manager's Office.
In the case misconduct involves the Commission Chair, the Commission Vice
Chair shall act in-lieu of the Chair
Additionally, the City Manager shall report Commissioner misconduct to the City
Council.
Commissioner Attendance and Forfeiture of Commission Seat
Annually, in May, the City Manager shall provide the City Council with a summary
of attendance by Commissioners at Commission meetings.
Several Sections in the CCMC provide for the following:
"Any Commissioner who is absent from three (3) consecutive
meetings of the Commission or a total of five (5) meetings in any
six (6) month period shall thereby automatically forfeit his
membership in said Commission, provided, however, that there
shall be no such forfeiture in the event of any of the following:
A. When a Commissioner is unable to attend due to illness or
physical incapacity.
B. When a Commissioner is unable to attend because of
business or vacation.
C. When the City Council has determined before forfeiture that
an absence is justified."
COMMISSION INTERACTION WITH THE CITY COUNCIL
One common theme discussed at the facilitated meetings was the importance of
having regular interaction between the City Council and Commissioners.
Therefore, the following shall be scheduled:• Annual Joint Meetings of each of the Commissions with the City Council
(at the regularly scheduled Commission meetings in September of each
year); and
• Designation of a Council Liaison to each Commission in April of each year
(with the Mayor functioning as an alternate).
Appeal to City Council of Commission Decisions
The various appeal schedules are mentioned in various sections of the CCMC
and currently vary from Commission to Commission. The City Manager is
directed to prepare a proposed unified appeal process for consideration by the
City Council within 60 days of the date of the adoption of this Policy.
COMMISSION INTERACTION WITH THE CITY STAFF
One of City Staffs many roles is to provide information to the Commissions. As
part of maintaining proper decorum and respect, Commissioners shall interact
with staff with proper politeness and courtesy. Whenever possible, issues and
concerns of Commission Members and/or City Staff shall be addressed to the
Department Head of the department that .provides staff support to the
Commission. Should resolution not be reached after consultation with the
Department Head, Commission Members may consult with the City Manager's
Office.
Commissions, as bodies, and individual Commissioners may make routine
informational requests to City Staff that do not require significant research or
other allocation of staff resources. Neither Commissions nor individual
Commissioners shall provide direction to City Staff (other than to place items on
future Agendas in accordance with the procedures set forth in this Policy).
Agenda item requests which require the dedication of significant time resources
shall not be undertaken without the approval of the Department Head and/or the
City Manager_ Major policy items may also be presented to the City Council for
consideration and direction prior to allocation of staff resources by the City
Manager.
COMMISSIONER TRAINING/ORIENTATION
Commissioner Training/Orientation is important to prepare new commissioners
for the key role they play. Ongoing training for Commissioners is also important
to keep Commissioners abreast of the latest developments in their field(s).
New Commissioner Training
The City Manager and City Attorney are hereby directed to immediately develop
and implement a New Commissioner Training Program which will provide new
commissioners with training in the following basic areas:
• General City Operations
• The State Open Meetings Law (The Brown Act)
• General Parliamentary Procedure (Roberts Rules) and Etiquette• Ethics (AB 1234) — Including proper use of Commissioner Title and
Business Cards
• Electronic Voting System
Existing Commissioner Training and Ongoing Training
The City Council shall consider funding that would provide ongoing training to
Commissioners during the fiscal year. Commissioners are encouraged to
recommend applicable training for inclusion in future year budgets. One source
of important and credible training is the League of California Cities